Direct mail still has its place in the business world. Chances are that you’re sending and receiving postal letters every single day as a part of corporate communications. More often than not, postal mail will do an excellent job and it’s probably here to stay in the long run.
The world, however, is undergoing some massive changes and digitization is more important than ever before.
The remote workplace became crucial over the course of. Covid-19 showed numerous businesses that a remote work model can be employed effectively to increase productivity and maintain the stability of ongoing corporate processes.
When a portion of the workforce is performing remotely, however, handling and managing mail becomes more of a challenge.
A digital mailroom is something your business needs, especially if you’re adopting a hybrid type of workplace (some team members working from an office and some – working remotely). If you’ve never heard about it before, the time has come to understand and consider the possibility.
What Is a Digital Mailroom?
As the name suggests, a digital mailroom allows you to digitize the postal mail that your company receives.
Whenever regular mail is turned into a digital file, it can be shared easily online. Usually, cloud storage will be employed to upload the documentation and grant access to it from any location.
It’s very easy to see how regular mail digitization can benefit your organization. If you receive large volumes of postal mail on a regular basis (offers, corporate communication, invoices, contracts, brochures, creatives, etc.), you should definitely consider setting up a digital mailroom.
Before doing that, however, you’d probably want to gain a better understanding of the benefits.
Main Benefits of Mail Scanning and Digitization
Digital mailroom creation is a fairly scalable and cost-efficient service. It’s perfect for the needs of smaller businesses, as well as for larger enterprises. The volume of documents that will have to be processed is going to determine the price. The scalability is also hidden in the additional features and functionalities that can be enabled with such a solution.
Some of the key benefits of setting up a digital mailroom within your organization include the following:
Flexibility for your workforce: when the digital mailroom solution is implemented, people will no longer have to come to the office in order to receive and sort out their letters. The digitized versions will be accessible from any location that has reliable internet access. As a result, you can offer your employees a lot more flexibility and a chance to enjoy the benefits of less rigid workplace practices.
Proper sorting and archiving: regular postal mail can be very difficult to sort through and organize. Often, letters and important papers will be misplaced, filed under the wrong label, or lost altogether. The digital archive that a virtual mailroom creates allows for much more effective indexing and archiving. People will find it very easy to retrieve old mail, check it, and use it for reference purposes.
Improved data security: companies that offer their clients digital mailroom creation usually enable advanced security features. Scan N More, for example, relies on our very own file hosting solution. This means that no third parties or other service providers are involved. Documents can easily be encrypted and access to certain kinds of documents can be restricted. Your brand-new digital mailroom will adhere to all compliance requirements and it will definitely give you much better data safety than trying to handle a paper-based mailroom.
More efficiency and simplicity: paper-based documentation is tedious. While it provides amazing opportunities to communicate, the volume of documents that will have to be handled on a daily basis is going to add up fast. When digitization occurs, the paper will be handled by professionals. Company employees will simply access the digital information that they need to get a job done.
Better customer service: at the end of the day, better corporate processes and a higher level of efficiency will contribute to improved customer service. No matter what field you operate in, this is the ultimate goal. Making sure you have a sufficient number of satisfied, loyal customers can help you maintain revenue streams and even maximize those over time.
Making the Switch Is Easy
Some business owners refrain from employing digital mailroom solutions because they worry about the cost and the complexity of making the transition happen.
The truth of the matter is that postal mail digitization today is easier than it has ever been before.
You can find out more about the process and the steps you’ll have to undertake here.
Virtual mailroom creation can be highly personalized, encompassing all of your letters or just a portion of the daily communication you receive. It’s really up to you to decide how you’re going to implement the solution and make it a part of your digitization strategy. If you need some professional assistance and consultancy to get started, the Scan N More team is ready to help.